Is there a way to delete an item from one board if its linked item on another board moves groups?
I have an employee board for execs and supervisors with a lot of sensitive information and automations related to new hires, terminations, etc. And I have an employee directory board with basic information anyone can see, with no notifications.
They are connected by a 2-way connection, and all the columns on the directory are mirror columns of the relevant information from the exec board.
I do not want to simply hide columns on the hire/change/separation board, because there are automations and workflows that I don’t want to turn off notifications for. When an employee in the exec board moves from “Active” group to “Terminated,” I’d like to delete the employee in the directory board and disconnect/unlink it. Is there a way to do this?
The deletion of an item from one board when its linked item on another board moves groups, you can set up an automation in Monday.com.
Create a Status Change Trigger On your exec board, set up an automation that triggers when an employee moves from the “Active” group to the “Terminated” group.
Disconnect the Link Use the automation to disconnect or unlink the item from the employee directory board.
Delete the Item from the Directory Boar Use an API call to delete the item from the directory board. Unfortunately, Monday.com’s built-in automations don’t directly support deleting items on a different board, so this will require using a custom automation with the API.
If you have a two way mirror, so you can mirror a column from the item that is moving group to the one you want to delete, you can use one of these recipes to change a status on the item to delete: https://support.monday.com/hc/en-us/articles/4457866126610-Trigger-Automations-with-a-mirror-column
Then you can use that to delete the item.
Hey @klewis - more to what @codyfrisch was saying. I actually made a post of this a little while back that explains the process step by step:
Hope this helps!
Mark
Yes, you can achieve this by using automation tools available in project management software like Monday.com. The idea is to set up a trigger that detects when an employee’s status changes in the exec board. Specifically, when an employee moves from the “Active” group to the “Terminated” group, the automation will trigger an action to delete the corresponding linked item in the employee directory board.
First, ensure both boards are linked with a two-way connection, so changes in one board can reflect in the other. Then, create an automation on the exec board that triggers when an item’s group changes to “Terminated.” The automation should include an action to unlink the item from the directory board and then delete the item in the directory board. This setup will ensure that when an employee’s status is updated to “Terminated” in the exec board, the linked entry in the directory board is automatically deleted, and the link between the two boards is removed.
By using this approach, you maintain the confidentiality and integrity of sensitive information on the exec board while keeping the directory board up-to-date and clutter-free without requiring manual intervention. This method allows you to preserve necessary notifications and workflows on the exec board without affecting the visibility and accessibility of basic information on the directory board. regard capcut template
Hey @klewis
We’ve developed an app called Connected Boards Automations. Which allows to run robust automations on connected boards column, here’s how it can be used in this case →
Also worth adding that it also supports -
- Automatically connecting items based on conditions and flexible logic.
- Automatically removing connecting.
- Syncing values between connected items.
- Cross-board automations (trigger in the connected board and action in the current board)
You can find it in the monday.com app marketplace in the platform or here - Connected Boards Automations - monday.com App Marketplace
Hope that helps!